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Head of Secretariat/Company Secretary - Permanent

About the GOC

We are the regulator for the optical professions in the UK. We currently register approximately 30,000 optometrists, dispensing opticians, student opticians and optical businesses. Our purpose is to protect the public by promoting high standards of education, conduct and performance amongst opticians.

About the role

We are looking for a Head of Secretariat to provide support for the Chair and the CEO & Registrar in fulfilment of their responsibilities, with a focus on governance, strategic planning and oversight, collaboration and external engagement with other regulators and sector stakeholders.

Key accountabilities

  • Support the CEO & Registrar, Council and SMT in the day-to-day running of the GOC providing relevant information, advice and guidance and ensuring compliance with relevant legislation.
  • Promote and implement robust corporate governance standards; keeping under review all legislative, regulatory and corporate governance developments that might affect the GOC; ensuring the CEO & Registrar and Council are fully briefed on and prepared for their implications.
  • Deliver effective secretariat support for the GOC; ensuring Council, Committee, Senior Management Team and Leadership Team meetings are properly constituted, appropriately planned and held in consultation with the Chairs, CEO and SMT, conflicts are managed, an accurate record of all decisions and actions is kept and board effectiveness reviewed.
  • Be the designated person in respect of regulatory and compliance obligations; ensuring productive relationships with external stakeholders (including but not limited to Privy Council , Charities Commission, ICO and PSA ) and be accountable for the accuracy and timeliness of information and statutory filings. Preferably fulfilling the role of Data Protection Officer.
  • Deliver effective support to GOC members (non-executives); including ensuring appropriate appointment, reappointment, induction, development and review (appraisal) processes and timely communication in their dealings with the GOC.
  • Ensure the GOC has appropriate governance policies which are aligned with good practice and changing legislative requirements and used effectively; including corporate complaints, risk and assurance framework, management of interests, impact assessment, gifts and hospitality and financial crime.
  • Support the CEO & Registrar in the development of strategic, equality, business and project plans and oversight of delivery, including reporting progress against strategic objectives and plans.
  • Ensure the GOC has an effective system of performance measurement and reporting to show progress against targets, strategic and operational deliverables and to help inform good decision making.
  • Provide support for the CEO & Registrar in their collaboration and regular meetings with other Health Regulators and with Chief Executives from the sector.
  • Ensure that the performance and development of team members is managed in line with organisational requirements.

Essential skills/experience/qualifications

  • Experience of influencing at Board-level – essential
  • Experience of developing and embedding governance and management reporting processes – essential
  • Business planning experience – essential
  • Experience of collating and scrutinising data for reports – essential
  • Minute writing experience - essential
  • Team management experience – essential
  • Regulatory experience relevant to the healthcare sector – desirable
  • Risk management experience – desirable
  • Ability to take on Data Protection Officer role – desirable

Critical competencies/behaviours

  • Able to build relationships and influence at all levels
  • Highly developed verbal and written communication skills
  • High tolerance for ambiguity and change
  • Able to build, lead and manage a new team
  • Able to manage own workload and prioritise effectively
  • Role model new GOC values and behaviours

Head of Secretariat - JD - Oct 2019 Head of Secretariat - JD - Oct 2019

Head of Secretariat - Job Advert - Oct 19 Head of Secretariat - Job Advert - Oct 19

Acrobat Reader icon EDI Monitoring Form 2018

 

Salary range: £49,099 – £57,764 – Dependent on experience

Closing date: 9am Monday 4 November 2019

Interview date(s): TBC

We are committed to ensuring that in exercising all of our functions we operate in a fair and transparent manner and in a way that is free from discrimination, harassment and victimisation. Within all of our functions, we are committed to promoting equality; valuing diversity; being inclusive; and meeting our equality duties. We will not discriminate on age; disability; gender reassignment; race/ethnicity; religion or belief; gender; sexual orientation; marriage and civil partnership; and pregnancy and maternity.

How to apply

Please send the following to HR@optical.org:

  • Your CV (up to three A4 pages)
  • Your covering letter (up to two A4 Pages)

We would also appreciate it if you would submit your monitoring form (which will be held confidentially by HR, used only for the purposes of monitoring our recruitment processes, and will not be shared with anyone involved in the selection process). Please be advised it is not compulsory to complete this form. For more information about our commitment to equality, diversity and inclusion please see our EDI Strategy on our website.

For further information on any of the information above, please visit our website.

Should you have any queries, please call HR on 020 7307 9470 or email HR@optical.org.  Alternative formats are available on request.

 

Executive Assistant - 6 month FTC

About the GOC

We are the regulator for the optical professions in the UK. We currently register approximately 30,000 optometrists, dispensing opticians, student opticians and optical businesses. Our purpose is to protect the public by promoting high standards of education, conduct and performance amongst opticians.

About the role

To provide organisational, secretarial and administrative assistance to the CEO/Registrar and Chair in their contribution to regulation of optical professions in the UK, progressing matters independently on their behalf as appropriate, facilitating their work and optimising the organisation of time and priorities. A demonstration of sensitivity and discretion is expected at all times, with an appreciation of the requirement to maintain and protect the confidentiality of the information this role has access to. A degree of flexibility in working hours is required. Some travel may be required to attend meetings to take minutes.

Key accountabilities

  • Co-ordinate the organisation of the CEO/Registrar and Chairs’ time through pro-actively managing the diary; scheduling meetings, ensuring sufficient time for key priorities and dealing with requirements for one to one meetings so the CEO/Registrar and Chair can progress work and balance priorities.
  • Anticipate forthcoming events and priorities on behalf of the CEO/Registrar and Chair /s, identifying and implementing any necessary actions/organisation so the CEO/Registrar and Chair are adequately prepared and/or briefed.
  • Communicate and liaise with a variety of external stakeholders at senior levels including  Chairs and CEOs of regulators and membership bodies, senior Government officials, solicitors, contracted companies, consultants etc. to exchange information and progress matters on behalf of the CEO/Registrar and Chair. Co-ordinate and plan stakeholder meetings for the CEO/Registrar and Chair; liaise with staff as appropriate on the production of documents for both the CEO/Registrar and Chair, ensuring both are briefed thoroughly before meetings.
  • Arrange and organise internal meetings including Senior Management Team meetings and Leadership team meetings; scheduling attendance of others, arranging venue and facilities, preparing document bundles, taking minutes, preparation of agendas, following up and progressing through actions and providing pivotal communication for the groups as required so the meetings run smoothly.
  • Send out communications on behalf of the CEO/Registrar, Chair and/or Senior Management Team via email as directed to either internal staff or externals stakeholders;
  • Receive, progress and respond to e mails, correspondence, telephone calls etc. Act as gatekeeper dealing with the enquiry or concern as appropriate, handling matters without referral as appropriate, checking details, proof reading and implementing modifications as required in order to progress the matter on behalf of the CEO/Registrar and Chair.
  • Liaise with the Compliance Manager regarding corporate complaints received directly into the CEO/Registrar; respond in line with the Corporate Complaints Policy;
  • Provide administrative support including collation of information, filing/storage of communications, document production, printing etc. to facilitate the CEO/Registrar and Chair’s work and the work of the departments and to run an efficient and organised office.
  • Processing of expenses and travel/accommodation bookings for the CEO/Registrar and Chair; Check invoices/expense claims received and prepare for authorisation/payment.
  • Managing relationships with our Council members on behalf of the Chair, including providing administrative support as required, organising dinners and leaving gifts as directed;
  • Assist with the co-ordination of induction/onboarding for new CEO/Registrar and Director roles; work with HR and the broader organisation;

Essential skills/experience/qualifications

  • Good understanding of the role of the CEO/Registrar and Chair, Senior Management Team and Leadership Team.
  • Able to balance priorities and organisation of own time; prioritise workload under pressure to meet tight deadlines with minimal supervision; maintain business as usual whilst working on discreet projects.
  • Able to communicate effectively at all levels; able to build strong and productive relationships with key stakeholders and peers to realise the overall goals of the organisation.
  • Advanced skills in Word. Strong skills in Excel.
  • Experience of preparing documentation and co-ordinating the appropriate administration attached to meetings.
  • Highly developed attention to detail.
  • Substantial EA/ secretarial experience at a senior level is desired;

JD - EA JD - EA

Job Advert - EA Job Advert - EA

 

Acrobat Reader icon EDI Monitoring Form 2018

Salary range: £29,327 - £34,503 – Dependent on experience

Closing date: 5pm Wednesday 20 November 2019

Interview date(s): TBC

We are committed to ensuring that in exercising all of our functions we operate in a fair and transparent manner and in a way that is free from discrimination, harassment and victimisation. Within all of our functions, we are committed to promoting equality; valuing diversity; being inclusive; and meeting our equality duties. We will not discriminate on age; disability; gender reassignment; race/ethnicity; religion or belief; gender; sexual orientation; marriage and civil partnership; and pregnancy and maternity.

How to apply

Please send the following to HR@optical.org:

  • Your CV (up to three A4 pages)
  • Your covering letter (up to two A4 Pages)

We would also appreciate it if you would submit your monitoring form (which will be held confidentially by HR, used only for the purposes of monitoring our recruitment processes, and will not be shared with anyone involved in the selection process). Please be advised it is not compulsory to complete this form. For more information about our commitment to equality, diversity and inclusion please see our EDI Strategy on our website.

For further information on any of the information above, please visit our website.

Should you have any queries, please call HR on 020 7307 9470 or email HR@optical.org.  Alternative formats are available on request.

 

 

Finance Assistant - 11 month FTC

About the GOC

We are the regulator for the optical professions in the UK. We currently register approximately 30,000 optometrists, dispensing opticians, student opticians and optical businesses. Our purpose is to protect the public by promoting high standards of education, conduct and performance amongst opticians.

About the role

The primary purpose of the role is to assist finance department in managing documents and in purchase ledger processes. They will also maintain a relationship with a range of suppliers and stakeholders assist in resolving queries on payments.

Key accountabilities

  • Maintain document management by scanning the finance documents and storing in the electronic folders and archiving the physical documents with an accurate log maintained.
  • Review and maintain Finance inbox, print invoices for payment, and flag queries for team members.
  • Ensure invoices received are stamped, authorised and coded correctly. Send the invoices without purchase orders for approval and ensure they are received back.
  • Liaise with a range of suppliers, members and employees to resolve payment and invoice queries and highlight any complex queries others in the team.
  • Maintain an invoice log for invoices without purchase orders.
  • Assist in data entry to Sage200 purchase ledger.
  • Follow the internal controls of the finance department
  • To support the work of the Finance team in finance-related ad hoc work.

Essential skills/experience/qualifications

  • Literate and numerate
  • Process driven
  • Good knowledge in Microsoft Office products, primarily Outlook, Word and excel
  • Prior administrative background would be desirable but is not essential

Finance Assistant - JD Finance Assistant - JD

Finance Assistant - Job Advert Finance Assistant - Job Advert

Acrobat Reader icon EDI Monitoring Form 2018

Salary range: £22,311 - £26,249 – Dependent on experience

Closing date: 5pm Wednesday 20 November 2019

Interview date(s): TBC

We are committed to ensuring that in exercising all of our functions we operate in a fair and transparent manner and in a way that is free from discrimination, harassment and victimisation. Within all of our functions, we are committed to promoting equality; valuing diversity; being inclusive; and meeting our equality duties. We will not discriminate on age; disability; gender reassignment; race/ethnicity; religion or belief; gender; sexual orientation; marriage and civil partnership; and pregnancy and maternity.

How to apply

Please send the following to HR@optical.org:

  • Your CV (up to three A4 pages)
  • Your covering letter (up to two A4 Pages)

We would also appreciate it if you would submit your monitoring form (which will be held confidentially by HR, used only for the purposes of monitoring our recruitment processes, and will not be shared with anyone involved in the selection process). Please be advised it is not compulsory to complete this form. For more information about our commitment to equality, diversity and inclusion please see our EDI Strategy on our website.

For further information on any of the information above, please visit our website.

Should you have any queries, please call HR on 020 7307 9470 or email HR@optical.org.  Alternative formats are available on request.

 

 

 

 

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